Invoicing customers

PeakBooks lets you build, send, and track invoices without a separate billing tool. When the payment comes in, you mark the invoice paid and your books update automatically — no double entry.

Add a customer first

An invoice is always tied to a customer, so set them up before you invoice. Go to Customers in the sidebar and click Add customer. The minimum is name + email, but the more fields you fill in (billing address, payment terms, default class/location) the cleaner future invoices will be.

Create an invoice

1. Go to Invoices and click New invoice.
2. Pick the customer from the dropdown. Their saved billing details fill in automatically.
3. Set the issue date and due date. If the customer has default payment terms (e.g., Net 30), the due date pre-fills.
4. Add line items: each line gets a description, quantity, unit price, and an income category (which determines where the revenue lands on your P&L).
5. If sales tax applies, set the tax rate per line or at the invoice level. PeakBooks computes the tax total automatically and tracks the liability under Sales Tax Payable.
6. Add an optional memo for the customer, plus internal notes only you'll see.
7. Click Save draft to keep working on it, or Save & send to email it now.

Sending an invoice

When you click Save & send, PeakBooks emails a PDF of the invoice to the customer's email on file. You'll see a confirmation toast and the invoice's status flips to Sent with a timestamp.

The PDF includes your business name, address, logo (if uploaded under Settings  ›  Business profile), the customer's billing details, every line, totals, and your payment instructions.

Resending or downloading

From the Invoices list, click any invoice to open it. From there you can:

• Resend email — re-deliver the PDF (e.g., if the customer says they didn't get it)
• Download PDF — save a copy locally
• Print — opens the system print dialog
• Edit — only available before the invoice is paid; edits go in the audit trail

Recording payment

When the money arrives — typically as a deposit in your bank account from Plaid or a CSV import — you mark the invoice paid.

1. Open the invoice.
2. Click Record payment.
3. Enter the date the payment cleared, the amount (partial payments are allowed), and the account it landed in (e.g., Checking).
4. Save. PeakBooks creates the matching transaction in the chosen account and links it back to the invoice. A/R goes down by the payment amount; cash goes up by the same.

If the payment is already in Transactions

Sometimes the deposit shows up via Plaid before you've marked the invoice paid. In that case, open the deposit row in Transactions, click its category cell, and pick Match to invoice — PeakBooks shows open invoices for that amount, ±10%. One click connects them, no double-counted income.

Recurring invoices

For retainer-style clients, set the invoice to repeat on a schedule and PeakBooks will generate and email each new one automatically.

1. Build the invoice normally with the line items that should repeat.
2. In the right-hand panel of the invoice modal, toggle Recurring.
3. Choose the frequency (weekly, monthly, quarterly, yearly), the start date, and an optional end date.
4. Choose whether to auto-email each generation or just create it as a draft for you to review and send manually.
5. Save. The first invoice is created immediately if the start date is today or earlier; otherwise the schedule fires from the start date forward.

Manage recurring invoices under Invoices  ›  Recurring. You can pause, resume, edit the template, or end the series at any time without affecting invoices that have already been generated.

Tracking who owes you

Two views help you stay on top of receivables:

• Invoices — every invoice, with status filters (Draft / Sent / Partially paid / Paid / Overdue)
• Reports  ›  A/R Aging — outstanding invoices grouped by how overdue they are (Current / 1-30 / 31-60 / 61-90 / 90+). Great for monthly collection calls.